How to write a certified mail letter

A certified mail letter is a type of mail that provides proof of delivery and can be used to send important documents, such as legal notices, invoices, and payments. Here's a step-by-step guide on how to write a certified mail letter:

Step 1: Prepare the Letter

• Write the letter on a standard-sized envelope (at least 3.5 inches wide and 6.125 inches high).
• Use a clear and legible handwriting or print the letter using a computer.
• Include the following information:
  • Your name and address (sender's information)
  • The recipient's name and address (addressee's information)
  • A clear and concise message or statement (the purpose of the letter)

Step 2: Add the Certified Mail Information

• In the top right corner of the envelope, write "Certified Mail" and the recipient's name and address.
• Below the recipient's address, write "Return Receipt Requested" (RR) or "Restricted Delivery" (RD) if you want to require a signature upon delivery.
• If you're using a certified mail label, attach it to the envelope.

Step 3: Fill Out the Certified Mail Form

• Obtain a certified mail form (PS Form 3800) from the post office or print one from the USPS website.
• Fill out the form with the following information:
  • Your name and address (sender's information)
  • The recipient's name and address (addressee's information)
  • The date and time of mailing
  • The tracking number (if applicable)
  • The fee for certified mail (currently $3.95 for first-class mail)
• Sign the form in the designated area.

Step 4: Attach the Form to the Envelope

• Attach the completed certified mail form to the top of the envelope, making sure it's securely fastened.

Step 5: Mail the Letter

• Take the certified mail letter to a post office or mail it from a mailbox.
• Give the letter to the postal clerk and ask them to certify the mail.
• The clerk will affix a certified mail label to the envelope and provide you with a receipt and a tracking number.

Step 6: Track the Delivery

• Use the tracking number to track the delivery status of the letter.
• The recipient will receive the letter and be required to sign for it, providing proof of delivery.

Tips and Reminders

• Make sure to use a legible handwriting or print the letter clearly.
• Use a standard-sized envelope to ensure it fits in the certified mail slot.
• Keep a copy of the certified mail letter and the receipt for your records.
• Certified mail is not available for international mail.

By following these steps, you can ensure that your letter is delivered securely and provides proof of delivery.